In fact, the average American office worker alone uses 10,000 sheets of paper annually. If you apply this statistic to an organization of 100 or even 500 employees, you will quickly arrive at the volume of documents circulating through organizations.
Organizations generally perform better when they capture, store, access and manage documents quickly and efficiently. Without the inconvenience of inefficient workflows, without the difficulty of finding the information you want, or the feeling that a file has disappeared.
Your organization will most likely be no different, and you certainly acknowledge the inefficiencies of managing all these documents, and the impact that manual processes have on your productivity.
Document and process management is essential to a company’s good performance, and reflects its internal organization. The existence of large volumes of information, both external and internal, potentiates the loss of documents, increases the difficulties in quickly accessing information and its physical location, and makes it difficult to control information flows.
Implementing a document and process management system is a decisive factor for your business, as it allows the company to manage all unstructured information, based on the following concepts:
Digitizing documents in paper format, thus originating electronic documents that are classified and made available according to defined criteria.
Of all types of company documents, classification methods and entities; of processing and harmonisation of processes, always using the same procedures.
Cataloguing and classifying documents in a dematerialized way. This stage, equivalent to the physical filing process, enhances the benefits of information systems, enabling the integrated management of both physical and electronic archives.
Definition of the various actions and states a document or process goes through.
Search engine capable of searching documents or processes by content or attributes, allowing them to be immediately located and made available, whenever necessary, anywhere.
Cost reductions come from increased efficiency in process management, in procedural processes and decision making, in searching and managing documents, as well as by reducing printing costs and the need for file space.